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HomeMy Public PortalAbout5.1) Management Services MANAGEMENT SERW S Program 41:City Council Establishes City policy. Program 42:City Manager Implements City policy. Program 43:City Attorney Advises on legal matters. Program 44:Elections Conducts municipal elections. Program 45:City Clerk Provides records management. DEPARTMENT SUMMARY FY 2014-15: Proposed Program Financing FY 2014-15: Proposed Resources Allocated 589,215 - 50% 0% ■General Fund ■Personnel Costs IN State Recycling Fund ■Operating Expenses 41,793,980 904,765 100% 50% ACTUAL ADOPTED ESTIMATED '• " 2012-13 2013-14 2013-14 [ RESOURCES ALLOCATED Personnel Costs 825,604 1,037,635 1,016,950 904,765903,940 Operating Expenses 928,520 1,063,905 1,042,590 889,215 808,300 Total: $ 1,754,124 $2,101,540 $2,059,540 ,980 ' t PROGRAM FINANCING General Fund 1,754,124 2,101,540 2,059,540 1,793,980 40 State Recycling Fund - - - Total: $ 1,754,124 $2,101,540 $2,059,540 •:t ' t PERSONNEL(FTE) 1 6.00 7.45 ' Total: 6.00 1 7.45 33 i (This page intentionally left blank) 34 MANAGEMENT SERVICES Program: City Council Account: 01-910-41 STATEMENT OF PURPOSE To establish policy and determine the most effective use of limited resources that meet community and organizational needs. STAFFING SUMMARY(FTEs) Council Members(5) Total: ACTUAL ''ADOPTED'„ �'.A D BUDGET SUMMARY 2012-13 2013-14 1112014-15 2015-16 Personnel Costs 43,88676,1,75 r r Operating Expenses 79,940 - - -h3 ,,400 t0 r 100,790 Total: $ 123,826 $'?,213,515 - ACTUAL ; ADOPTED 2 ' FUNDING SOURCES 2012-13 261 44 r General Fund 123,826 213;575" i ' r r •r Total: $ 123,826 ''$ 213,575 5, KEY PROGRAM GOALS 1. Evaluate and adopt City expenditures that strengthen an already strong fiscal position. 2. Establish City priorities for implementation and accountability. 3.Support civic engagement opportunities that foster community and neighborhood vitality. 4. Represent City interests skillfully on regional issues. 5. Meet all requirements of the Brown Act and recently adopted City Council protocols. KEY WORKLOAD MEASURES i Meetings held. 1/ 47 47 Ordinances and resolutions passed. 2/ 141 141 Budgets prepared and adopted. 1 1 Agenda actions taken. 1,2/ 338 338 Ad hoc and standing committee meetings requiring staff support. 24 24 FOOTNOTES: 1/Includes Successor Agency,Community Development and Housing Authority,and standing committees. 2/Includes,but is not limited to City Council,Successor Agency,and Community Development and Housing Authority meetings. 35 MANAGEMENT SERVICES Program: City Council Account: 01-910-41 EXPENDITURE DETAIL ACTUAL ADOPTED PERSONNEL COSTS 2012-13 ! 2013-19 ACCT. 4101-5 Council Members (5) 32,900 44,100, 43,200 4320 Health Insurance 4,270 21,480- •' � 0 4340 PERS Retirement 4,868 5,770 6,120 4350 Medicare Tax 784 640 625 4360 Otherinsurance 1,064 4,1815" 4361 Life/Disability Insurance - f785 785 Total: $ 43,886 1 $ i 76,175 , . 6 -, r 71,370 ACTUAL " ADOPTED ' '-Y,', Al "�'� � '•�•� � OPERATING EXPENSES 2012-13 2013-14; f L r ACCT. _ 4231 Professional/Contract Services 4,500 �'25,QQQ 0 4410 Meeting Expense 2,089 "". 3,000' 2,500 2,500 4420 Travel &Conference 19,627 30,000 30,000 30000 4425 Memberships 29,704 X h,706' � � 31,740 0 4440 Telephone 8,193 7,200 7,800 8400 4465 Special Department Supplies 833 31000 2,200 2,200 4610 Sister City Program 11,279 10,500 10,500 10,500 4640 Special Events 1,906 41500+" 4,000 4,00u j 4670 Community Promotions 1,809 22,500 5,5005,500 Total: $ 79,940 $ 137,400 ., rRr. 00,790 ACCOUNT MODIFICATIONS Represents a minimum 10%variance(+/-)between the adopted FY 2013-14 and proposed FY2014-15 budgets. ACCT, 4231 Adjustment(-)reflects a completion of capacity building workshops FY 2013-14. 4410 Adjustment(-)anticipates reduction of special meetings. 4465 Addjustment(-)purchase of one-time cost for lapel pins and gold certificate seals completed FY 2013-14. !, 4640 Adjustment(-)reflects true cost of past special events. 4670 Adjustment(-)reflects true costs for community meetings. 36 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014-2015 ACCT.N0. DESCRIPTION i 01-910-41 " CITY COUNCIL! SALARIES AND BENEFITS 4101-4105 City Council ($720/mo.x 5 members x 12 mos.) 43,200 4320 Health Insurance 20,640 4340 PERS Retirement 6,120 j 4350 Medicare Tax 625 4361 Life/Disability Insurance 785 TOTAL 71,370 MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Services Annual City Manager Goal Setting 5,000 TOTAL 4410 Meeting Expense County Supervisor Breakfast 500 Misc.expenses(e.g.,outside meeting engagements,water,etc.) 2,000 "TOTAL (2,500; 4420 Travel&Conference For conference registration,hotel,meals and transportation 30,000 TOTAL 30,000 4425 Memberships Council Memberships League,CCA,SGVAC,CDA,CACEO 1,000 Subtotal: 1,000 j Governance MembershipsI�': California Contract Cities 3,300 League of California Cities 13,700 League of California Cities: Los Angeles Chapter 1,300 San Gabriel Valley Council of Governments(40%, Prop A 60%) 6,440 San Gabriel Valley Economic Partnership 5,300 Subtotal: 30,040 '... 37 CITY OF TEMPLE CITY '. BUDGET WORKSHEET I'. FY 2014-2015 ACCT,N0. DESCRIPTION 01-910-41 CITY,COUNCIL 4425 Other Memberships Sister Cities International 550 U.S./Mexico Sister Cities 150 j Subtotal: 700 TOTAL 31,740'. 4440 Telephone Cell phone and Wad data charges ($130/mo.x 5 members x 12 mos.) 7,800 TOTAL 7,800x. i 4465 Special Department Supplies Books and general supplies 400 Plaques,proclamations,certificates,flowers, recognitions 1,000 Reorganization letterhead, badges, photos,placards 800 TOTAL , ,2,200i 4610 Sister City Program i TOTAL 10,500': 4640 Special Events Annual Reorganization 1,500 Council/Commissioner BBQ 1,000 State of the City Address 1,500 TOTAL ';4,000; 4670 Community Promotions Citizen's Academy 1,500 Sponsorships and partnership events 2,000 Community Meetings 2,000 I TOTAL S,500rr 38 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ACCT,N0. DESCRIPTION , [pi-910-41NCIL!CITYCOU ; SALARIES AND BENEFITS 4101-4105 City Council ($720/mo.x 5 members x 12 mos.) 43,200 4320 Health Insurance(Medical,dental and vision) 20,640 4340 PERS Retirement 6,120 4350 Medicare Tax 625 4361 Life/Disability Insurance 785 TOTAL:::,'- 71,370 MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Services Annual City Manager Goal Setting 5,000 I TOTAL 5,000' 4410 Meeting Expense County Supervisor Breakfast 500 Misc.expenses(e.g.,outside meeting engagements,water,etc.) 2,000 TOTAL 4420 Travel&Conference For conference registration, hotel,meals and transportation 30,000 TOTAL 30,000 4425 Memberships Council Membership i League,CCA,SGVAC,CDA,CACEO 1,000 Subtotal: 1,000 Governance Memberships California Contract Cities 3,400 League of California Cities 14,000 League of California Cities: Los Angeles Chapter 1,300 I�! San Gabriel Valley Council of Governments(40%, Prop A 60%) 6,840 San Gabriel Valley Economic Partnership 5,400 ' Subtotal: 30,940 ', Other Membership '.. Sister Cities International 600 U.S./Mexico Sister Cities 150 Subtotal: 750 TOTAL 32,690' 39 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 '. ACCT,NO', DESCRIPTION 01-910-41 CITY COUNCIL,: 4440 Telephone Cell phone and Wad data charges ($140/mo.x 5 members x 12 mos.) 8,400 TOTAL 8,400: i 4465 Special Department Supplies Books and general supplies 400 Plaques, proclamations,certificates,flowers,recognitions 1,000 Reorganization letterhead, badges, photos,placards 800 TOTAL 2,200; 4610 Sister City Program TOTAL 10,500 4640 Special Events Annual Reorganization 1,500 '.. Council/Commissioner BBQ 1,000 �� State of the City Address 1,500 TOTAL 4,000. 4670 Community Promotions Citizen's Academy 1,500 Sponsorships and partnership events 2,000 Community Meetings 2,000 TOTAL 40 MANAGEMENT SERVICES Program: City Manager Account: 01-910-42 STATEMENT OF PURPOSE To implement Council policy and priorities, advise the Council on reliable methods of responding to community needs, ensure organizational and fiscal management,and promote the philosophy of continuous improvement. ACTUAL ', ADOPTED: "/•rc r ••r•r r STAFFING SUMMARY(FTEs) 2012-13 20137�4 r r City Manager 1.00 " 1,90 1.00 1.00 Econ. Dev. Mgr./Asst.to City Manager 1.00 x1.00 Executive Assistant to the City Manager 0.00 . ' 1.00 1,00 1.00 Management Analyst 0.00 '1.00 1,00 1.00 Part-Time Positions 1.49 -- 1,28 Total: 3.49 `5.28 S.30 5.3011 i ACTUAL ;,,,, ,ADOPTED I - •' .E r•• r r•r r it BUDGET SUMMARY 201z-13 Personnel Costs 588,092 - '';;,749,335' r Operating Expenses 280,874 ' ' � 356r2,05" Total: $ 868,966 '$,3,105IA401 'F ACTUALADOOTED PROPOSED "r'r r FUNDING SOURCES 2012-13 2013„44" 02015-16 s . General Fund 868,966 .,1,105 4Q, 885,795 890,875 State Recycling/Litter Fund Total: $ 868,966 $ 11105;540- ,.,,„a;, $ 885,795 $ :'F KEY PROGRAM GOALS 1. Implement Council policy in an expeditious manner and within the resources available. 2.Submit an annual budget reflecting Council priorities and community needs. 3.Coordinate Council meeting activities and municipal functions. 4. Manage directly the City's economic development, redevelopment and public information activities. 5. Develop,implement and monitor an intra and citywide performance-based work program. PROPOSED PROPOSED KEY WORKLOAD MEASURES r2015-16 Agenda reports reviewed and approved. 311 311 Departments supervised. 4 4 Key City workload measures monitored. 1/ ', Key departmental initiatives completed or underway. 2/ Community inquiries resolved or referred. 633 6331, FOOTNOTES: 1/The FY 2013-14 metricls based on completed or items underway as identified in the City's Two-Year Work Plan;it also includes additional key initiatives completed or underway. 2/The FY 2013-14 metric is based on an internal and more inclusive work plan for the Management services Department(i.e.,Programs 41-45). 41 MANAGEMENT SERVICES Program: City Manager Account: 01-910-42 i EXPENDITURE DETAIL ACTUAL ADOPTED; 'e '-' PROPOSED PROPOSED '; PERSONNEL COSTS 2012-13 „x2013-14' t2015-16 ACCT. 4106 City Manager 196,722 309,935, ►►► 185,000 4107 Executive Assistant to the City Manager 24,301 i 55J90' +'- Rit,410 57,410 4109 Econ. Dev. Mgr./Asst.to City Manager 117,083 121,630, , 0�4630 121,630 4172 Management Analyst - 46,015 - 61,550 61,550 4150 Overtime 2,130 4161 Part-Time 97,659 53,315,. - 67,645 67,645 4310 Optional Benefits Program 3,463 3,290 3,290 4320 Health Insurance 56,720 50,330. ► 36,960 4340 PERS Retirement 64,653 86,700 65,605 65,605 4350 Medicare Tax 11,224 7,005 7,150 7,150 4360 Otherinsurance 14,137 151725' 4361 Life/Disability Insurance ► ► 9,080 Total: $ 588,092 $ '749,335' r $ 615,320 ACTUAL + ADOPTED - _ PROPOSED PROPOSED OPERATING EXPENSES 2012-13 ;' 013-14; ► 2015-16 ACCT. 4231 Professional/Contract Services 260,151 :324,560 235,600 2451500 4405 Mileage Reimbursement 5,472 - ,5,400'- � � 40 '►► 4410 Meeting Expense 275 "575' ..: 575 575 4420 Travel &Conference 9,783 15,000 - 'y ►►► ►►► 4425 Memberships/Subscriptions 1,370 2,670: ►► 0 4440 Telephone 2,211 2,000: ►► 8 � 4445 Printing 197 4465 Special Dept.Supplies 602 2,000 00 00 4490 Training 129 4670 Community Promotions 684 4,000 ►►► ►►► Total: $ 280,874 $ 356,205 - M ' 0;,5 t ACCOUNT MODIFICATIONS Represents a minimum 10%variance(+/-)between the adopted FY2013-14 and proposed FY2014-15 budgets. ACCT. 4231 Adjustment(-)primarily accounts for removing the Buxton annual subscription and consultant serivices for development of department workplans. 4425 Adjustment(-)reflects true cost for memberships and subscriptions. ', 4440 Adjustment(-)refects true cost for cell phone service. 4670 Adjustment(+)anticipates needed support for the Strategic Plan and General Plan update. ', 42 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014-2015 ACCT.NO. DESCRIPTION 01-910-42 r CITY MANAGER SALARIES AND BENEFITS 4106 City Manager(CM) 185,0001 4107 Executive Assistant to the City Manager(EACM) 57,410 4109 Asst.to City Manager(ACM) 121,630 4172 Management Analyst(FTMA) 61,550 4161 Part Time 67,645 Management Analyst(max.40 hrs./wk.x 52 wks.x$27.35/hr.) 56,880 Office Assistant(max. 12 hrs./wk.x 52 wks.x$17.25/hr.) 10,765 4310 Optional Benefits Program 3,290 4320 Health insurance 36,960 4340 PERS Retirement 65,605 4350 Medicare Tax 7,150 4361 Life/Disability Insurance 91080 TOTAL 61513201 I MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Services City Magazine(CONNECT) Art and design 45,300 'i Copy development and editing 6,500 Postage and distribution 13,000 Printing 44,500 Translation 1,300 Subtotal: 110,600 Economic Development Advisory services(e.g.,Chamber of Commerce,etc.) 80,000 Subtotal: 80,000 !, Organizational and Strategic Planning Internal citywide work plan implementation Subtotal: - Other Grant writing services 10,000 On-call design, copywriting and marketing services 5,000 Subtotal: 15,000 43 CITY OF TEMPLE CITY BUDGET WORKSHEET '. FY 2014-2015 ACCT.NO. DESCRIPTION. . 01-910.42 !:' CITY MANAGER'. 4231 Public Art Advisory services 20,000 Rosemead Blvd. directory panels(i.e.,design and copy development) 10,000 Subtotal: 30,000 TOTAL 235,600': 4405 Mileage Reimbursement Contractual auto allowances '.. CM($300/mo.x 12 mos.) 3,600 '. ACM ($150/mo.x 12 mos.) 1,800 TOTAL S,400: 4410 Meeting Expense Public agency liasion 100 San Gabriel Valley City Manager Association 350 Staff meetings,seminars and workshops 125 TOTAL : 575: 4420 Travel&Conference Allotment for conference registration,hotel,meals and transportation ($6,000/CM;$2,000/ACM;$1,000/EACM;$1,000/FTMA;$1,000/FTMA) 11,000 Public Arts Commission (i.e.,trainings and events) 5,000 TOTAL 36,000. 4425 Memberships/Subscriptions 3CMA-City/County Communications and Marketing Association 400 California Association of Economic Development 500 California Association of Public Information Officers 500 I California City Manager Foundation 400 San Gabriel Valley City Manager Association 100 Municipal Management Association of Southern California 300 Misc.subscriptions 100 TOTAL2,300: 4440 Telephone Cell phone service ($130/mo.x 12 mos.;for CM and ACM) 1,600 .T,OTAL 1,6001 4465 Special Department Supplies Books and office supplies 2,000 TOTAL 12,000( 44 ...CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014-2015 ACCT.NO. DESCRIPTION 01910-42 ! CITY MANAGER: 4670 Community Promotions ',. Special project initiatives 5,000 '.. Promotional items 2,000 TOTAL 7,0001 I I 45 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ACCT.N0. DESCRIPTION 01-910-42 CITY MANAGER SALARIES AND BENEFITS i 4106 City Manager(CM) 185,000 4107 Executive Assistant to the City Manager(EACM)/Management Analyst 57,410 4109 Asst.to City Manager(ACM) 121,630 4172 Management Analyst (FTMA) 61,550 4161 Part-Time 67,645 Management Analyst(max.40 hrs./wk.x 52 wks.x$27.35/hr.) 56,880 Office Assistant(max. 12 hrs./wk.x 52 wks.x$17.25/hr.) 10,765 4310 Optional Benefits Program 3,290 4320 Health Insurance 36,960 4340 PERS Retirement 65,605 4350 Medicare Tax 7,150 4361 Life/Disability Insurance 9,080 TOTAL 615,320 MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Services City Magazine(CONNECT) Art and design 45,300I Copy development and editing 6,500 I Postage and distribution 13,000 Printing 44,500 Translation 1,300 Subtotal: 110,600 Economic Development Advisory services(e.g.,Chamber of Commerce,etc.) 80,000 Subtotal: 80,0001, Other ' Grant writing services 10,000II On-call design,copywriting and marketing services 5,000 City department workplan implementation 40,000 Subtotal: 55,000 TOTAL 245,600' 46 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ACCT.NO. DESCRIPTION 01-910-42 CITY MANAGER' ' 4405 Mileage ReimbursementI'i Contractual Auto Allowances CM ($300/mo.x 12 mos.) 3,600 ACM ($150/mo.x 12 mos.) 1,800 TOTAL 5,400: 4410 Meeting Expense Public agency liasion 100 San Gabriel Valley City Manager Association 350 Staff Meetings,seminars and workshops 125 I TOTAL I� 575f 4420 Travel&Conference Allotment for conference registration, hotel,meals and transportation ($6,000/CM;$2,000/ACM;$1,000/EACM;$1,000/FTMA;$1,000/FTMA) 11,000 TOTAL 4425 Memberships/Subscriptions 3CMA-City/County Communications and Marketing Association 400 California Association of Economic Development 500 California Association of Public Information Officers 500 California City Manager Foundation 400 San Gabriel Valley City Manager Association 100 Municipal Management Association of Southern California 300 '; Misc.subscriptions 1001 i TOTAL 2,30& 4440 Telephone Cell phone service ($140/mo.x 12 mos.;for CM and ACM) 1,680 TOTAL 1,680. 4465 Special Department Supplies Books and office supplies 2,000 TOTAL : 2,000' 4670 Community Promotions Special project initiatives 5,000 Promotional items 2,000 TOTAL i,7,000 47 i I I i (This page intentionally left blank) II 48 MANAGEMENT SERVICES Program: City Attorney Account: 01-910-43 STATEMENT OF PURPOSE To advise the City Council and the City Manager in all legal matters pertaining to City operations;to represent the City before courts of law and administrative agencies; and to negotiate on behalf of the City where required by the City Council. STAFFING SUMMARY(FTEs) Personnel Total: ACTUAL ApOPTED ' ,.t,E�, '• ��i BUDGETSUMMARY 2012-13 2013.14 II�� Personnel Costs - Operating Expenses 447,333 ." 502,000" + . QQ 352,000 352,0 r Total: $ 447,333 1 $ ;,502,000 000 352,00 ACTUAL I, !- ADOPTED "�'� P "1.1 P FUNDING SOURCES 2012-13 2Q13-14„ General Fund 447,333' "502,000" < < 0#1 off Total: $. 447,333 $ 502;000 KEY PROGRAM GOALS 1. Provide general legal advice to the City Council and City Manager. 2. Represent the City in litigation matters not covered by the Joint Powers Insurance Authority(1PIA). 3. Prepare and review resolutions, ordinances,contracts and other legal documents. 4. Provide legal advice to City Manager regarding personnel issues. 5. Conduct legal trainings and other educational programs to meet statutory requirements and reduce risk of liability. KEY WORKLOAD MEASURES Advice and legal opinions provided (formal and informal). 286 286 Cases defended. 2 2 Legal documents prepared or reviewed. 572 572 Personnel matters addressed. 20 20 Trainings provided. 4 4 49 MANAGEMENT SERVICES Program: City Attorney Account: 01-910-43 EXPENDITURE DETAIL ACTUAL 4DgPTEL) � ".,� ;� "�'� •'�'� PERSONNEL COSTS 2012-13 2013-14 0 r L Total: $ ACTUAL ,',ADOPTED i `- ' OPERATING EXPENSES 2012-13 - ,`1013 `,. L ACCT. 4215 County General Services 173 -= t r ' 1 10 1 10 4234 City Attorney 283,130 ,220,000 : x 4243 Special Counsel 136,468 280,000 ©' r 6 t r130,000 4405 Mileage Reimbursement 11350 2;000- 0 00 4410 Meeting Expense 26,212 4425 Memberships/Subscriptions - - - Total: $ 447,3331,$,; S02;000 � �E 352,000 352,000 ACCOUNT MODIFICATIONS Represents a minimum 10%variance(+/-)between the adopted FY2013-14 and proposed FY2014-15 budgets. ACCT. 50 CITY OF TEMPLE CITY BUDGET WORKSHEET P. FY 2014-2015 ,DESCRIPTION 01.910-43 1 CITY ATTORNEY MAINTENANCE AND OPERATIONS 4234 City Attorney Contracted legal services TOTAL 220,000' 4243 Special Counsel I TOTAL, 130,000 4405 Mileage Reimbursement Travel costs TOTAL I I I 51 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ACCT.NO. DESCRIPTION L. 017910-43 ' CITY ATTORNEY MAINTENANCE AND OPERATIONS 4234 City Attorney Contracted legal services TOTAL 220,000'. 4243 Special Counsel , TOTAL, 130,000: x, 4405 Mileage Reimbursement Travelcosts TOTAL j 2,000'. it i i 52 MANAGEMENT SERVICES Program: Elections Account: 01-910-44 STATEMENT OF PURPOSE To conduct all City general municipal and special elections in accordance with the City Charter and California Elections Code, and serve as Filing Officer for required disclosure statements. STAFFING SUMMARY(FTEs) Personnel Total: ACTUAL -�HDOPTED -8' *, 'd •.�•� •.�•� BUDGET SUMMARY 2012-13 2013-1q Personnel Costs 715 ., w Operating Expenses 75,525 Total: $ 76,240 .$ - ACTUAL i1DOPTED. — ', ,¢ ••.•. . ••.•• FUNDING SOURCES 2012-13 2013-14„ General Fund 76,240 Total: $ 76,240 $" KEY PROGRAM GOALS 1. Plan,supervise and conduct the City's general municipal and special elections. 2. Offer informational support to City Council candidates. 3. Comply with all regulations and timelines established by the California Elections Code. 4. Recruit and supervise polling place officers;secure adequate polling places. 5. Provide voter registration,voter outreach and verification services to residents. TROPOSED PROPOSED KEY WORKLOAD MEASURES ��2014-15 2015-16 Number of active Temple City registered voters. 17,991 18,000 Number of permanent Vote-By-Mail resident voters. 5,557 5,600 Number of added and interactive resources posted to election section of City website. 14 14 Number of issued notices,news releases and stories. 26 26 53 MANAGEMENT SERVICES Program: Elections Account: 01-910-44 EXPENDITURE DETAIL ACTUALJ,, } ADOPTED. .i .: PERSONNEL COSTS 2012-13 2013-14' rClow ACCT. 4163 Part-Time:Seasonal 715 e Total: $ 715 $ " ACTUAL ADOPTED' - ✓1'i " PROPOSED PROPOSED OPERATING EXPENSES 2012-13 2013-14, u >. € t2015-16 ACCT. 4218 Election Services: LA County Registrar 1,865 - 0 4231 Private/Special Contract Services 6,002 51400 4245 Election Services: Martin &Chapman 53,821 59,000 4246 Precinct Board Wages 3,850 4220 4350 Medicare Tax 10 4405 Mileage Reimbursement - 75 4410 Meeting Expense425 VA 4450 Postage 6,151 1750 - 4465 Special Department Supplies 15 300 4470 Legal Advertising 2,417 - 3,000 4490 Training 311 - 600 I, 4590 Polling Place Rentals 4670 Community Promotions 1,083 100 Total: $ 75,525 ,$� ACCOUNT MODIFICATIONS Represents a minimum 100/variance(+/-)between the adopted FV 2013-14 and proposed FY2014-15 budgets. ACCT. 4465 Adjustment(+)budgeted for nominee packet supplies. 4470 Adjustment(+)budget for notices to be published in English,Chinese,Spanish,and Vietnamese. 4490 Adjustment(+)reflects true need. 4670 Adjustment(+)budget for voter outreach supplies. 54 CITY OF TEMPLE CITY '... BUDGET WORKSHEET FY 2014-2015 ACCT.N6.' : DESCRIPTION 01-910.44 ELECTIONS i SALARIES AND BENEFITS 4163 Part Time:Seasonal Election Night Staffing 825 (15 @$55) TOTAL 825. MAINTENANCE AND OPERATIONS 4218 Election Services: LA County Registrar Voter verification, precinct consolidation,street index,etc. 2,050 TOTAL i 2,050 4231 Private/Special Contract Services Advisory services(on-call) 5,000 Courier services(to County Recorder) 400 TOTAL ?5,400: 4245 Election Services:Martin&Chapman { Supplies,ballots and vote counting 58,000 Translation of public notices 1,000 TOTAL $9,0001: 4246 Precinct Board Wages Polling place inspectors and clerks(6 precincts) 4,220 6 inspector and 18 pollworkers, plus 4 backup pollworkers TOTALI 4,220 4405 Mileage Reimbursement Mileage Reimbursement for CC& Deputy CC 75 TOTAL-:_ 75'. 4410 Meeting Expense Pollworker Orientation 275 i Election Night Staff Training 150 TOTAL 425. 4450 Postage Vote-by-mail ballots 6,7501, TOTAL i'6,750 ''... 4465 Special Department Supplies Nominee Packets Supplies 300 ', (20 binders plus dividers) TOTAL: �300 4470 Legal Advertising Public notices(election counting, nominees and polling places) 3,000 *notices published in English,Chinese,Spanish,Vietnamese papers TOTAL :'. 3,000; 55 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014-2015 ACCT.NO. DESCRIPTION 01-910-44 ELECTIONS: 4490 Trainings Pollworker training 600 600 4590 Facility Rental I Fee for polling places 125 TOTAL 4670 Community Promotions Voter outreach campaign 100 TOTAL 100, i i 56 CITY OF TEMPLE CITY '.. BUDGET WORKSHEET FY 2015-2016 ACCT.NO, DESCRIPTION '.. 01-910.44 ELECTIONS' SALARIES AND BENEFITS 4163 Part Time:Seasonal Election Night staffing - TOTAL MAINTENANCE AND OPERATIONS 4215 Election Services:LA County Registrar Voter verification,precinct consolidation,street index,etc. TOTAL 4231 Private/Special Contract Services Advisory services(on-call) Courier services(to County Recorder) - TOTAL 4245 Election Services:Martin&Chapman Supplies, ballots and vote counting Translation of public notices TOTAL 4246 Precinct Board Wages Polling place inspectors and clerks(6 precincts) - TOTAL 4450 Postage Vote-by-mail ballots - TOTAL - 4470 Legal Advertising Public notices(election counting,nominees and polling places) - TOTAL '.. 4490 Trainings Election Day poll worker trainings 4590 Facility Rental - Fee for polling places - '... TOTAL 4670 Community Promotions Candidate orientation workshop Voter outreach campaign - TOTAL '.. 57 i it (This page intentionally left blank) I 58 MANAGEMENT SERVICES Program: City Clerk Account: 01-910-45 STATEMENT OF PURPOSE To record the official actions of the City Council, execute and maintain all official City documents and legislative history, and respond to internal and external records and information requests. �I ACTUAL ADOPTED, STAFFING SUMMARY(FTEs) 2012-13 '2013x14, City Clerk 1.00 -1.00 0 00 Deputy City Clerk 1.00 .1;00 � 00 Part Time Position 0.13 - U:130.14 0.14 Total: 2.13 2.13 ACTUAL "ADOPTED '•�•� PROPOSED BUDGET SUMMARY 2012-13 2013-14 L r Personnel Costs 192,911 212,125, r Operating Expenses 44,848 68,300" ' Total: $ 237,759 -,!280;425': ACTUAL ' `ADOPTED i xl. �ti "I'I • I PROPO SED FUNDING SOURCES 2012-13 2013-;4, 2014-15 2015-16 ; General Fund 237,759 „280,425,- r Total: $ 237,759 '$ ;280,425 -Sn,,,,= ,y,`QO,� KEY PROGRAM GOALS i 1. Prepare, record and archive accurate legislative actions of all City Council proceedings. 2. Prepare, publish and post all legal notices as required. ,; 3. Oversee local requirements established by the Fair Political Practices Commission. 4. Initiate an efficient and accessible records database. 5. Respond within time constraints to all subpoenas and requests for public records. KEY WORKLOAD MEASURES Prepare and post City Council agendas, meeting highlights and minutes. 1/ 190 190 Streamline records destruction process and increase destruction of obsolete records. 2/ 150 150 Prepare, post and publish legal notices. 1/ 50 50 Post City Council meeting videos and audio files to City website. 1/ 50 50 Respond and provide public records as requested by public. 145 155 FOOTNOTES: 1/Includes Successor Agency,former Redevelopment Agency and other authorities of the City Council. 2/Records are destroyed in accordance with the City's records retention schedule;metric provides number of destroyed boxes that contain obsolete records. 59 MANAGEMENT SERVICES Program: City Clerk Account: 01-910-45 EXPENDITURE DETAIL ACTUALyDOP ED � "�'� "0.0 A PERSONNEL COSTS 2012-13 „ , 2013;19 " t ACCT. C 4108 City Clerk 88,737 94,135: r 850 4111 Deputy City Clerk 42,709 49,59051,600 4150 Overtime 6,364 5,006" 2,500 4161 Part Time 5,839 5;125; R 5,200 4310 Optional Benefits Program 1,141 1;645. 1,645 4320 Health Insurance 18,689 20,115 21,260 4340 PERS Retirement 21,303 27;890' 31,660 4350 Medicare Tax 3,471 2'160' ' 0 4360 Otherinsurance 4,658 6,465" 4361 Life/Disability Insurance - 3,295 3,295 Total: $ 192,911 $"',"212;125: ' _ r ACTUAL ADOPTED. PROPOSED PROPOSED OPERATING EXPENSES 2012-13 2013714r �'_ - �2014-15 2015-16 ACCT. 4231 Professional/Contract Services 32,212 �62,580 62,280 4405 Mileage Reimbursement 226 ',500 500 500 4410 Meeting Expense 215 1,20b 900 'rr � 4420 Travel &Conference 5,338 4,000 6,200 4425 Memberships/Subscriptions 1,122 '1,365 4440 Telephone 653 660 1 660 4445 Printing "500 250 250 4465 Special Department Supplies 1,175 2,025 00 4470 Legal Advertising 3,732 3;000 ' 00 500 i 4490 Training 175 4,500r" r� 00 Total: $ 44,848 $ 68,300.+L 98 ACCOUNT MODIFICATIONS Represents a minimum 10Y variance(+/-)between the adopted FY 2013-14 and proposed FY 2014-15 budgets. ACCT. 4420 Adjustment(+)reflects true need. 4231 Adjustment(+)reflects citywide document scanning. 4465 Adjustment(+)reflects the decentralized purchase of office supplies. 4470 Adjustment(+)reflects true need. ', 4490 Adjustment(+)allows for necessary certification and training requirements. 60 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014 2015 ACCs.NO. DESCRIPTION 01-910-45, CITY CLERK` SALARIES AND BENEFITS 4108 City Clerk(CC) 97,850 4111 Deputy City Clerk(DCC) 51,600 i 4150 Overtime Meeting and special event coverage(as needed,for DCC) 2,500 ! i 4161 Part Time Office Assistant (Max.300 hr x$17.25/hr) 5,200 4310 Optional Benefits Program 1,645 4320 Health Insurance 21,260 4340 PERS Retirement 31,660 4350 Medicare 2,240 4361 Life/Disability Insurance 3,295 TOTAL 217,250- I MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Services Codification and Records Mgmt. Annual hosting(online municipal code) 550 Code supplements 3,000 Records destruction(shredding) 1,000 (approximately 200 boxes) Meeting Tapings and Webcasts ',, City Council meetings 14,664 ', ($611/mtg.x 2 mtgs./mo.x 12 mos.) Additional special meetings 3,666 ($611/mtg.x 6) I' I Live streaming 4,200 ($350/mo.x 12 mos.) Other Services Advisory services(on-call) *Contract Services for Electronic Record Management,Policy and Implementation 5,000 *Bi-Annual Update of Record Retention Schedule 300 ECMS user licensing and Citywide Document imaging(continuation 25,000 '.... and maintenance) 61 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014-2015 ACCT.NO. DESCRIPTION 01-910.45 CITY CLERK 4231 ECMS Annual Software Maintenance and Support 4,950 Courier Service 250 *Pick up and delivery of documentto County Clerk for recording TOTAL 62,580-: 4405 Mileage Reimbursement Mileage reimbursement(for CC&DCC) 500 TOTAL 500 4410 Meeting Expense Professional association meetings City Clerks Association Monthly Meetings for CC&DCC$40x2x6 480 ARMA Monthly Meetings for CC&DCC$40x2x4 320 Misc.expenses(e.g.,food,water,etc.) 100 TOTAL 9001 4420 Travel&Conference Allotment for two conference registrations,hotel,meals i and transportation i TOTAL. 4,650` 4425 Memberships/Subscriptions City Clerks Assn.of California 195 International Institute of Municipal Clerks 275li National Notary Association 145 American Records Management Association(ARMA) 500 California Association of Clerks&Elected Officials 250 TOTAL 1,365` 4440 Telephone Cell phone service(for CC)($55/mo.X 12 mos.) 660 TOTAL, , 660': I 4445 Printing Council packet production 250 '.. 2501 4465 Special Department Supplies '. Office supplies 500 ', Notary Supplies and Insurance for CC 400 Record Management/Filing Supplies-pressboard folders and pendaflex 1,200 li Supplies for Council Agenda Binders 2501 Meeting books and permanent record paper-1 ream and 1 binder 600 4465 Records Destruction Supplies-banker boxes 200 Publications and manuals 200 TOTAL 62 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014-2015 ACCT,NO. DESCRIPTION 01-910-45' CITY CLERK' 4470 Legal Advertising Public notices(ordinances,hearings,etc.) 5,000 TOTAL 5,000; 4490 Training Annual certifications TOTAL ,, 6,2005 ', I 63 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ACCT.NO. , DESCRIPTION 01-910-45 CITY CLERK,. SALARIES AND BENEFITS 4108 City Clerk(CC) 97,850 4111 Deputy City Clerk(DCC) 51,600 4150 Overtime 2,500 Meeting and special event coverage(as needed,for DCC) !, 4161 Part Time 5,200 Office Assistant (Max.300 hr x$17.25/hr) 4310 Optional Benefits Program 1,645 4320 Health Insurance 21,260 4340 PERS Retirement 31,660 4350 Medicare 2,240 4361 Life/Disability Insurance 3,295 t MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Services Codification and Records Mgmt. Annual hosting(online municipal code) 550 Code supplements 3,000 Records destruction(shredding) 1,000 Meeting Tapings and Webcasts City Council meetings 14,664 ($611/mtg.x 2 mtgs./mo,x 12 mos.) Additional special meetings 3,666 I, ($611/mtg.x 6) Live streaming 4,200 ($350/mo.x 12 mos.) Other Services I Advisory services(on-call) 5,000 ELMS user licensing and Citywide Document imaging(back scanning) 25,000 ECMS Annual Software Maintenance and Support 4,950 Courier Service 250 '. TOTAL L280j 64 ....:CITY OF TEMPLE CITY BUDGET WORKSHEET FY2015-2016 ACCT.No DESCRIPTION 01-910;45 CITY CLERK' 4405 Mileage Reimbursement Mileage reimbursement(for CC& DCC) 500 TOTAL °° 500 4410 Meeting Expense Professional association meetings City Clerk Association Monthly Meetings for CC& DCC$40x2x6 480 ARMA Monthly Meetings for CC&DCC$4ox2x4 320 Misc.expenses(e.g.,food,water,etc.) 100 TOTAL ! `900' 4420 Travel&Conference Allotment for two conference registrations, hotel,meals and transportation TOTAL 200' 4425 Memberships/Subscriptions City Clerks Assn.of California 195 International Institute of Municipal Clerks 275 National Notary Association 145 American Records Management Association 500 California Association of Clerks&Elected Officials 250 TOTAL 1,365'. I 4440 Telephone i Cell phone service(for CC) 660 ($55/mo.x 12 mos.) ',, TOTAL 660 4445 Printing Council packet production 250 `. 250 4465 Special Department Supplies i Office supplies 500 Record Management/Filing Supplies-pressboard folders and pendaflex 1,200 Meeting books and permanent record paper-1 realm and 1 binder 600 Records Destruction Supplies-banker boxes 200 Publication and manuals 200 TOTAL 4470 Legal Advertising Public notices(ordinances,hearings,etc.) 5,000 TOTAL ',5,000."' 65 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ". ACCT.NO. DESCRIPTION 01-910-45 'CITY CLERK' 4490 Training Annual certifications TOTAL 4,600!: I 66